1. Introduction
This procedure describes the process for outstanding staff performance, within the grade, to be recognised and rewarded, in addition to normal salary arrangements.
An effective performance is expected from every member of staff and awards made under this procedure will only be given after outstanding performance beyond the normal expectations of the individual's grade has been demonstrated.
The criteria for awards are set out in Appendix A and are summarised briefly in the table below.
2. Review Board
The Review Board will normally be made up as follows:

Secretary of the University (Chair)

Deputy Principal

Director of Human Resources

A Head of School
3. Types of Award
The table summarises the types of award and describes briefly the criteria for each.
Award Type Size of Award Evidence
Accelerated
Increment
Contribution
Point
When applicable
Has consistently
Individual's salary not yet at top of scale. demonstrated
" exceptional” performance throughout the relevant PDR year.
Progression within the role at a faster rate than would normally be expected.
Individual's salary at top of scale or already on a
Contribution Point.
Heriot-Watt Values demonstrated.
Has consistently demonstrated
" exceptional" performance throughout the relevant PDR year.
Heriot-Watt Values demonstrated.
1 additional increment is normal.
1 additional increment is normal.
PDR form*
CPB form
The Review Board will expect evidence of performance at a consistently high level.
PDR form*
CPB form
The Review Board will expect evidence of performance at a consistently high level.
Bonus
Payment
Any salary point
Has consistently delivered a good/satisfactory performance throughout the relevant PDR year but has demonstrated
" exc eptional”
Above £500
(usually £750 or
£1000)
PDR form*
CPB form
The Review Board will expect evidence of performance at an exceptionally high standard
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performance over a limited period or for a specific piece of work during the relevant PDR year.
Heriot-Watt Values demonstrated. over a finite time or on a specific piece of work.
Local
Bonus
Payment
Any salary point
Consistently delivers a good/satisfactory performance but has demonstrated
" exceptional" performance over a limited period or for a specific piece of work.
Heriot-Watt Values demonstrated.
Up to £500
PDR participation.
LBP form
These cases do not go to the
Review Board, but data on awards made will be collated by HR and reported to the
Board for information.
Heads of School/Directors of
Professional Service will require evidence of performance at an exceptionally high standard over a finite time or on a specific piece of work.
* The PDR form for the PDR year just ended, containing the review and assessment of performance for that
PDR year and including the FJP that was in place for that same year.
3.1 Contribution Points
Each pay scale in the grading structure includes a contribution point range. To be awarded a contribution point the individual must be at the normal maximum of the scale. A contribution point is awarded on a permanent basis with the expectation that the individual member of staff will continue to perform at the enhanced level. This will be monitored through the PDR process. Only one contribution point may be awarded at any time.
3.2 Accelerated Increments
Where an individual has not reached the contribution threshold of their scale they can be awarded an accelerated increment. This will be a permanent increase and individuals are expected to maintain this level of contribution.
Note:
Contribution points and accelerated increments should not be viewed as the expected norm.
They should only be considered where sustained, outstanding performance is evidenced.
Long service or long working long hours are not by themselves sufficient to merit such an award.
3.3 Bonus Payments
Where the nature of the exceptional performance is of a temporary nature then a bonus payment may be awarded. Bonuses are paid as a one-off amount through the Payroll section and do not count towards pensionable remuneration. Only one bonus payment can be made to any one individual in any one year.
Heads of Schools/Directors of Professional Services* are permitted to make a local bonus payment to individual members, or small groups, of their staff. Local Bonus Payments must not exceed a value of £500, (before tax), on each occasion. The payments can be made at any time of year i.e. at the time of achievement. A record of Local Bonus Payment to be awarded, and the justification for them, must be made by the Head of School/Director of
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Professional Service using the Local Bonus Payment (LBP) form. This form is then forwarded to HR who will arrange for the payment to be made.
Where the Head of School/Professional Service wishes to make a Bonus Payment in excess of £500, a case must be made to the Annual Review Board .
* For Professional Services staff based in Professional Service Directorates, cases must be approved by the Secretary of the University
4. Application Process
4.1 Nominations from Heads of Schools/Directors of Professional Services
HR will write to Heads of Schools and Directors of Professional Services around March/April of each year, inviting them to make supported cases for Accelerated Increments,
Contribution Points or Bonus Payments
Supported cases must include:

completed Contribution Pay (CPB) form outlining the case for award

A copy of the PDR form for the PDR year just ended (including the FJP for that year)*.

details of any local awards during the review period

other relevant information from the Head of School/Director of Professional Service
Cases must be signed by the Head of School or the Director of Professional Services (rather than a line manager).
N.B. For Professional Services staff based in Professional Service Directorates, cases must be discussed with the Secretary of the University prior to submission.
Notes:
4.2 Self Nomination
Individuals who are not nominated by their Head of School/Director of Professional Service but who feel they have a strong case for reward may apply personally by providing a selfnominated case for consideration. The Board will also require the Head of School/Director of
Professional Service to provide comments.
The individual cases must include:

completed Contribution Pay (CPB) form outlining the case for award

A copy of the PDR form and final FJP (for the PDR year just ended)*.

details of any local awards during the review period

other relevant information from the individual comments from the Head of
School/Director of Professional Service
*The PDR form will not be forwarded to the Review Board but will be retained by the HR Clerk to the Board, who will be able to confirm to the Board that a PDR meeting has taken place and that the case made is in line with the content of the
PDR documentation.
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5. Exceptions
5.1 Exceptional Payments
The Review Board may award a bonus of up to £1000 if a Contribution point or Accelerated increment case is unsuccessful but sufficient evidence exists to support a bonus award.
5.2 Exceptional Cases
In exceptional circumstances, it may be necessary to convene an ad-hoc Review Board.
This will be convened by either the Principal or Secretary and will include the Director of HR and another member of the University Executive.
6. Appeals
Any submission which has been unsuccessful may be appealed only on the grounds of a defect in procedure. Appeals against the nature of the criteria will not be permitted.
If an employee wishes to appeal the decision, s/he must do this in writing, to the Director of
Human Resources, setting out the grounds on which they wish to appeal within 14 days of receiving the decision. The Director of Human Resources will appoint a senior HR Manager to handle the appeal. On receipt of that manager’s report, the Director of Human Resources will write to the employee (within 14 days of receiving the appeal) stating the final decision and the grounds for the decision.
7. Feedback to candidates
Each Head of School/Director of Professional Service will receive an overview of the outcomes of their submissions, indicating the decision reached on each case and the revised salaries for each individual.
Individuals will receive a letter from HR advising them of the outcome, giving feedback on the reasons for the award or reasons why the submission was not successful.
8. Equality of Opportunity
We value and encourage each unique and positive contribution, acknowledging that our diversity enriches us. The University welcomes and supports applications for progression from all members of the University Community.
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Criteria for the award of Accelerated Increments, Contribution Points and Local
Bonus Payments
1. General Guidance
It is worth noting that individual members of staff receive an annual salary for performing their duties at an effective level and so evidence in support of an award for exceptional contribution should be expressed in terms of significant outcomes and achievements that are well beyond what is expected of the role. Heads of Schools/Directors of Professional
Services should be aware of this when considering cases.
2. Contribution Points
This refers to the additional salary points above the normal top of the individual's grade.
Contribution points are intended to be used to recognise an individual’s exceptional performance in relation to University and School/Directorate objectives, over and above the normal expectation of the role.
These may be awarded to an employee who is on the maximum salary point for their grade, where the individual has, during the relevant PDR year:

Consistently demonstrated exceptional performance i.e. over and above the normal expectation of the role, but where the grade remains the same

Consistently provided outstanding service to the University/School/Directorate with a demonstrable impact e.g. exceptional performance in a key area of the role
3. Accelerated Increments
Accelerated Increments are intended to recognise an individual’s consistent application of additional knowledge, skills and or competencies that are demonstrably increasing their contribution towards the University and School/Directorate objectives, over and above the normal expectation of the role.
These may be awarded to an employee, who has not yet achieved the maximum salary point for their grade, where the individual, during the relevant PDR year:

Has progressed within their role at a faster rate than would normally be expected

Has taken on significant additional responsibility on an indefinite basis, but where the level of responsibility remains within their current grade

Has demonstrated competencies/skills which enable them to fulfil their role consistently, at a more effective level.
In these circumstances one additional increment is normal.
4. Bonus Payment
Bonus Payments should be used to recognise an exceptional contribution towards the
University and School/Directorate objectives, over and above the normal expectation of the role, but which is temporary in nature.
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These may be awarded to any individual who:

Has taken on additional but time limited responsibility above the normal expectations of the Grade, e.g. contributing to a significant University wide project

Has achieved particularly challenging objectives, e.g. overcoming significant obstacles to ensure deadlines are met.

Has successfully tackled an unplanned or unexpected event showing exceptional commitment beyond that normally required of the role.
N.B. Other mechanisms such as Honoraria or regrading/promotion, are available to reward temporary or permanent changes to roles, e.g. acting up in a higher grade would normally be rewarded by an Honoraria Payment rather than a Bonus Payment.
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